TECH TUTOR LEVEL 2 kcls.org/techtutor Outlook Email Level 2 Manual Rev /201 instruction@kcls.org
Outlook.com Email Level 2 The KCLS Tech Tutor Program offers free One-on-One Computer Help and Computer Classes. Go to kcls.org/computers-technology for more computer education services, resources, and materials. This manual is for Outlook.com Email Level 2 class held on KCLS computers running Windows 7. Contents In this class, you will... 2 Send Attachments in Email... 2 To attach a file to an email... 2 Using OneDrive... 3 Upload Files from OneDrive... 3 Share Files from OneDrive... 3 Folders in Outlook.com... 5 Email Filters... 6 Filter junk e-mail and spam... 6 Helpful Tips for Outlook.com... 6 Keyboard Shortcuts... 6 Font and Signature... 8 To change the default font or signature for your outgoing email:... 8 Change the look of your inbox... 8 Change your password... 8 Change Settings... 8 Explore Help for Outlook.com... 8 Internet and Email Security... 9 More Computer Learning from KCLS... 9! Forpersonaluseoflibrarycomputers,signinwithyourlibrarycardnumberandPersonalIDnumber.! 627837 1212 Note:Becarefulnottotypetheletter O forazero(0)ortheletter l foraone(1).
In this class, you will Learn about the Outlook.com Email service, including how to:! Send attachments in an email message! Using OneDrive! Create email folders! Create email filters Search for Tech Tutor in our catalog to access Outlook.com Email Level 1 and all other manuals. Send Attachments in Email An email attachment is a digital file, like a photo or resume, you include when you send email to someone. If you want to send pictures or other files in Outlook.com, you have three options:!! Send as an attachment; this is the traditional method.!! Send pictures inline; add pictures directly to the text in your email.!! Share from your OneDrive account; perfect for large files, or large numbers of pictures. Your recipient receives a link to only the files you want to share in your OneDrive. To attach a file to an email 1.! Click New to start composing an email. 2.! Click (or Insert) and then choose your method. 3.! Browse your PC or OneDrive and select a file. For multiple files, hold down the Ctrl key while selecting them. 4.! Click Open and select option in the prompt: Notes! To remove any file from the email, click the X in the right-hand corner of the thumbnail! Files as attachments makes it easy for the recipient to save smaller files to their Desktop. 2!!Outlook.com!Email!!Level!2!
Using OneDrive OneDrive is free storage space for your digital files. It is part of your Outlook.com account. You can create basic Microsoft Office files from scratch (Word, Excel, etc), Upload files and share with others. Upload Files from OneDrive Before you can share files from OneDrive, you must upload the file: 1.! Log into your Outlook.com account 2.! Click fragmented square icon in upper left corner 3.! Click OneDrive icon 4.! Click Upload to upload the file from your computer hard drive or USB. Note: you also have the option of creating a Word, Excel, etc., file with the built-in web software. Share Files from OneDrive You can use OneDrive to share photos, Microsoft Office documents, and other files with people. On the OneDrive website: 1.! Pick the file or folder you want to share by selecting the check box in the upper-right corner of the item. You can also pick multiple items to share them together. 2.! Tap or click Share on the bar at the top of the page, and then choose a share option: Invite people: Choose this option if you want to give specific individuals or groups permission to an item. This lets you remove permission for specific individuals or groups later if you need to. 1.! Click on the Email Option. In the Enter a name or e-mail address box, enter email addresses or contact names. When you begin to enter info in the box, you can also choose a contact from the list that appears. 2.! Add a note to recipients if you want. 3!!Outlook.com!Email!!Level!2!
3.! To change the permission level, select small arrow to the right and tap or click Recipients can only view or Recipients can edit. If you choose Recipients can edit, recipients can use Office Online to edit Office documents without signing in. To make other changes (like adding or deleting files in a folder), recipients need to sign in with a Microsoft account. If you pick Recipients can edit and a recipient forwards the message, anyone who receives it will also be able to edit the item you're sharing. If you always want recipients to sign in with a Microsoft account (to even view the item you're sharing), choose Recipients need to sign in with a Microsoft account. This helps prevent other people from accessing the shared item if a recipient forwards your message. 4.! Tap or click Share to save the permission settings and send a message with a link to the item. Note: You can invite people without knowing their Microsoft accounts, even if you select Recipients need to sign in with a Microsoft account. You can use any email addresses you have for people when you send them the message. If you share an item with people who don't have a Microsoft account, they can create one for free. Get a link: Choose this option to share items with lots of people you might not even know personally. For example, you can use these links to post to Facebook, Twitter, or LinkedIn. You can also use them to share in email or IM, but you won't have as much control over individual permissions. 1.! Choose the type of link you want. The permissions for the item are automatically updated when you create the link. View only - When you share items with this type of link, anyone with this link can view your items without signing in. They can also forward the link to other people. Edit Click on the little arrow next to anyone with this link can view this item. Check the Allow editing box. When you share items with this type of link, people can view your items and use Office Online to edit Office documents, all without signing in. To make other edits, like adding or deleting files in a folder, people need to sign in with a Microsoft account. People can forward an edit link to other people, and anyone who receives the link will also be able to edit the items. 2.! Click on 3.! To post the link on a social network, tap or click on the arrow next to More and select the icon for the Social Network like Facebook you want to send the link on. You can now paste the link in your message on that network 4.! To close the OneDrive webpage, click on the fragmented box (top Left) and select the Mail Button. 4!!Outlook.com!Email!!Level!2!
Folders in Outlook.com Folders help keep your inbox organized. Group emails by subject into a folder. To create a new folder 1.! Hover mouse pointer over a blue + sign will appear 2.! Click on the + sign, a small box will appear under the last folder 3.! Name the folder for your purpose. For example, a hobby group To move messages to a folder, do one of the following: A.! Drag the message header to the folder B.! Click the check box for one or more messages, click Move to, and then click the name of the folder. A. B. More options for working with folders! To rename a folder, right-click it, then click Rename.! To add a new top-level folder, right-click Folders (upper left), then click Add a new folder.! To add a subfolder, right-click the folder you want the subfolder to live under, then click New subfolder.! To delete a folder, right-click the folder, then click Delete. You can t delete the Inbox, Junk, Drafts, Sent, Deleted, or Messaging history folders.! To delete all the messages in a folder, right-click the folder, click Empty folder, and then click Empty Folder. 5!!Outlook.com!Email!!Level!2!
Email Filters Sort incoming email into folders if you want to keep email from different addresses separate. For example, your personal address and business address. Outlook.com can automatically sort incoming mail into different folders. 1.! Click the Options icon > Options which opens the Options panel on the left. 2.! Under Mail > Automatic processing select Inbox and sweep rules. 3.! Select the icon under Inbox rules and type a name for the rule in the Name box and then select a condition and action from the respective drop-down list. You can add additional conditions or actions by selecting Add condition or Add action 4.! Add exceptions to the rule by selecting Add exception and then choosing one from the Add exception menu. 4.! Either leave the Stop processing more rules check box checked or uncheck it. - By default, the option to stop processing more rules is turned on. With this option on, when a message comes in that meets the criteria for more than one rule, only the first rule will be applied. Without selecting this check box, all rules that a message meets the criteria for are applied. Filter junk e-mail and spam Block senders from sending you email If you are receiving unwanted emails, you can block the people and domains you don't want to receive email messages from. Add any email address or domain to your blocked senders list to send these emails directly to your Junk Email folder. 1.! Select Settings > Options, which opens the Options panel on the left. Under Junk e-mail > 2.! Under Blocked senders, type the email address or domain, such as contoso@contoso.com, that you want to block and select. 3.! Select Save. 4.! Tip: To edit or remove emails or domains from the Blocked senders list, select the item in the list and then select or accordingly Helpful Tips for Outlook.com Keyboard Shortcuts You can do many common tasks in Outlook.com using the keyboard. To see a list of keyboard shortcuts, in Outlook.com press the question mark (? ) key. Or, see a list of keyboard shortcuts on the next page. 6!!Outlook.com!Email!!Level!2!
Write email Create a new email Show address book Send an email Reply to an email Reply all to an email Forward an email Check spelling Insert an Emoji Save draft N/Ctrl+N Alt+. Ctrl+Enter/Alt+S R Shift+R Shift+F F7 Ctrl+Y Ctrl+S Read email Open an email O/Enter Search your email / Close an email Esc Expand/Collapse a conversation X Go to Go to Inbox G then I Go to Flagged G then L Go to Drafts G then D Go to Sent G then S Go to People Ctrl+3 Show keyboard help? Email actions Delete an email Archive Mark an email as junk Move to a folder New Folder Categorize an email New Category Remove all categories Mark an email as read Mark an email as unread Flag an email Print an email Email list Select all emails Deselect all emails Move selection downwards Move selection upwards Refresh Del E J V Shift+E C Shift+G Y Q U Insert Shift+P S then A S then N Ctrl+./Down Ctrl+,/Up M/F9 7!!Outlook.com!Email!!Level!2!
Font and Signature To change the default font or signature for your outgoing email: 1.! Click the Options icon and then click Options. 2.! Under Mail on the list on the Left Hand side select Email signature. You can change the font you use, and create a personal signature. To change the size of the font in your inbox, adjust the zoom setting on your browser. Change the look of your inbox! To change the color, click the Options icon and select Change Theme. Select a theme.! To change the size of the font in your inbox, adjust the zoom setting on your browser.! To show the reading pane and be able to read emails without having to open them, click the Options icon, and under Display Settings click Reading Pane and select Right, Bottom or Hide. In Display Settings you can also change the Message list and Conversations settings. Change your password 1.! Click the Account Name image. Select View Account. On the left side next to the Account Name select Change Password. 2.! Sign in with current password. Enter and re-enter your new password, and then click Save. 3.! To return to your inbox, close the Account tab on top of the window. If you've lost your password or it no longer works, go to https://account.live.com/pw. To help foil hackers, you'll need to enter some letters and numbers that are in a picture. The letters aren't case-sensitive. Get more info on how to enter the characters. Change Settings 1.! Click the Options icon, and then click Options. 2.! On the Options page, you'll find settings in the pane on the left side to manage General Settings, Mail Settings, Calendar setup and People settings. You may have to expand the topic by clicking the black arrow to the right Explore Help for Outlook.com To see and explore help for your Outlook.com account: 1.! Click the icon near the account name 2.! Click Show more on the Bottom 3.! Explore the various topics and type questions in the Search bar on top. To close the Help panel, click the question mark icon again. 8!!Outlook.com!Email!!Level!2!
Internet and Email Security Using email and the Internet exposes you and your computer to scams and computer viruses. Do not respond to unsolicited requests for personal identification or financial information in emails. In Email Level 2 you will learn about attachments and links in emails do not open attachments or click links unless you know and trust the sender and the message makes sense coming from the sender, be that your family member, friend or financial institution. A computer virus is a destructive program that can damage your computer s operation and information. Computer viruses most commonly arrive from downloaded software or from email attachments. Downloading means transferring a program from another computer to your own. It s a good idea for anyone using the Internet at home to obtain and install anti-virus software for his or her computer. Here are some excellent options for Windows Operating Systems including the free Microsoft Security Essentials:! Microsoft Security Essentials: http://windows.microsoft.com/en-us/windows/products/security-essentials! McAfee: www.mcafee.com! Norton Antivirus: www.symantec.com! AVG Software: www.grisoft.com! Zone Alarm Free Basic Firewall: www.zonelabs.com More Computer Learning from KCLS The KCLS Tech Tutor Program offers free One-on-One Computer Help and Computer Classes. Go to kcls.org/computers-technology for more computer education services, resources, and materials. This manual has been for Outlook.com Email Level 2 class held on library computers on Windows 7. END 9!!Outlook.com!Email!!Level!2!